Board Position Decriptions

Board Member Duties – All Positions

Annual

• Attend and participate in State Convention (odd-numbered years) or State Council (even-numbered years).
• Participate in the annual Board planning retreat. Be prepared to present and discuss plans or proposals for the upcoming year.
• Review and understand the LWVOR By-laws and the LWVOR and LWVORAF Policies and Procedures; propose updates or amendments as needed.

Monthly (up to 10 times a year)

• Prior to each Board meeting: Review the material posted on the LWVOR WordPress site, including the proposed agenda, the minutes of the prior meeting, and the financial reports.
• Participate in Board meetings, either in person or by phone.
• Serve as local League liaison, an intermediary between the state board and an assigned local League.
• Carry out Committee assignments or assigned portfolio.
• As appropriate, provide articles for the Board Packets (monthly) and OREGON VOTER (quarterly).

Ongoing/Intermittent

• Be familiar with the LWVOR and LWVOREF web sites; assist in keeping them relevant and current.
• Review mail/phone calls/email – respond as appropriate; participate in telephone or electronic decision processes in a timely manner.
• Post vacation dates or dates unavailable on the State Board Google calendar or report the dates to the president or office staff.

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Secretary Position Description

Role: Serves as the official recorder of League business.

General

• Takes minutes at all decision-making meetings of the board and at the annual meeting.
• Maintains the record of attendance at all board meetings.
• Types and distributes minutes in a timely fashion.
• Maintains a file of all written reports and minutes with corrections.

Specific

• Sends minutes with agenda (obtained from the president) and treasurer’s report to board members before board meeting.
• Arrives at meeting on time; if unable to attend, arranges for a substitute.
• Verifies if quorum is present; takes attendance.
• Identifies board members in minutes by last name.
• Records motions word for word, with name of mover and vote.
• Gives some sense of the discussion, especially for controversial items.
• Attaches reports (including consensus reports) to minutes.
• Sends minutes to state League office, if so requested.
• Participates in board discussion and votes on motions.
• Works with president to see that year-end reports of annual meeting decisions are sent to the state League.

Techniques

• Ask board members for written reports.
• Take accurate notes. (A tape recorder can be very useful.)
• Ask board members to write their motions.
• Prepare a rough draft of minutes as soon as possible.
• Have president check the minutes before sending them to board members.

The minutes are the record of League policy making. They remind board members present of decisions made and actions to be taken. Minutes let absent members know what happened at the meeting and tell future interested people why certain decisions were made and what the League’s reasoning was at the time.

Good minutes contain:

• The name of the League, type of meeting, date, time and place.
• The name of the presiding officer, those present, those absent.
• A record of all corrections to the minutes.
• A treasurer’s report (previous balance, income and expenditures, current balance).
• A membership report (current number of members).

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Treasurer’s Duties

  • Maintain two sets of books (OR & AF) using QuickBooks,
  • Provide Board with monthly financial reports,
  • Calculate and submit annual Federal and State tax statements,
  • Pay on average 200 bills from one of three checking accounts,
  • Determine with the approval of LWVOR President & Advocacy Fund Chair, when and if certain reserves are used to support LWVOR activities,
  • Maintain additional financial records for Local League Education Fund payments and Per-Member-Payments for LWVOR,
  • Respond to questions from Board and other League members as needed.

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Development Committee

State Board Responsibilities

The Board appoints a Development Chair and assists the chair in recruiting a committee to do the following tasks:

  • Prepare for Board review and approval a fundraising program to obtain the funds for operating costs and special projects of the LWVOR in accordance with the adopted budget.
  • Implement the approved fundraising program.
  • Keep the Board apprised of progress in meeting fundraising goals and any needs to revise the fundraising plan.
  • Communicate with local Leagues on LWVOR development plans.

Development Committee Members

The Development Committee shall have at least five members, including the Development Chair, representatives from local Leagues, the Board president, and Board members whose portfolios require a large budget and specific fundraising.

Annual Report

The Development Chair or committee shall make a yearly report to the LWVOR Convention or Council. The report should include amounts raised, sources, methods, and costs of fundraising.

Taken From the LWVOR policies and procedures guidelines.

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Membership Chair

The Membership Chair’s job is to support and encourage League membership through the local Leagues and MAL units by:

  • By supporting and being a liaison between the MLD coaches and the Board,
  • By providing support and supervision to the MAL units,
  • By maintaining communication between the local Leagues and the Board,
  • By encouraging InterLeague communication and support,
  • By ensuring that isolated MAL members feel connected with the LWVOR

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Management Tips for the Public Relations Chair

Public relations is the art of using the media to inform and to influence. The PR chair may have primary responsibility for heightening League visibility in the community, but every board member should contribute to the group’s PR efforts. Leagues should build a communications strategy into every activity on their agenda.

Role

Promotes the League’s image and activities in the community and informs the public of the League’s services, positions, membership opportunities and fundraising efforts.

General

  • Formulates a public relations plan and submits it to the board for approval.
  • Trains board members to think about their role in communicating the League’s message to the community, emphasizing that every event offers an opportunity for visibility.
  • Explores all means of promoting the League: media releases, op-ed pieces, radio/television appearances, press conferences, exhibits and displays.

Specific

  • Develops and maintains personal contact with media representatives.
  • Maintains an up-to-date list of media contacts, as well as a list of organizations for networking.
  • Develops all media releases, with the approval of the president, and directs the releases to all appropriate contacts.
  • Maintains a copy of all media releases and coverage.

Techniques

  • Think public relations at all times.
  • Make appointments for you and the president to meet with the editor of your local paper and the news editor of your local cable station. Discuss opportunities for League-media partnerships; encourage them to consider League as a resource.
  • Work with the chair/committee responsible for special events and program activities to develop a PR component. 
Involve others. Divide and assign tasks.
  • Be positive, courteous and diplomatic when promoting the League.
  • Be appreciative of time and space given by the media. 
Submit material to the media with ample lead time and in the form requested.
  • A good media release clearly and concisely states who, what, when, where, why, how and perhaps why not. It is typed, double-spaced, on one side of the page and includes:
    • Media contact/address (TO)
    • League contact/title (FROM)
    • Date of sending (DATE)Date of release (RELEASE DATE)
    • Subject (SUBJECT, TITLE OF STORY)

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Technology Chair

The Chair of the Technology Committee is responsible for convening a committee from throughout the state that is willing and able to consult and participate in the technology assessment for the state League. The Chair will provide monthly updates to the Technology Committee and the state Board on technology that will impact and affect the Board.

The primary goals of the Technology Chair are:

  1. Oversee the development of websites for LWVOR and LWVORAF.
  2. Provide support as a website administrator.
  3. Provide a monthly analysis of the website traffic via Google Analytics.
  4. Recommend options and opportunities for the use of technology for LWVOR and LWVORAF.
  5. Maximize the use of technology in all portfolios including conference calling, screen sharing, and webinars.
  6. Oversee Vote411.org and its interface with Voters Service.
  7. Develop webinars for PR, Technology and Legislation tracking.

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Voter Service Chair of the League of Women Voters of Oregon Education Fund (LWVOREF)

The Voter Service Chair is a member of the Board of Directors and reports to the Board and the Advocacy Fund Chair. The Voter Service Chair will be familiar with League positions and principles and knowledgeable about all levels of League. Total Board responsibility is observed, and shares in the cooperative effort of making policy and of planning and carrying out League activities.

General Duties

  • Knows the duties of the Voter Service Chair and carries them out.
  • Knows the duties of other portfolios and works with them.
  • Delegates responsibility as needed.
  • Trains successor and hands over voter service materials and resources.

Specific Duties

The Voter Service Chair makes election information available to the public and encourages citizen participation in government. Works with Voter Service Committee and Education Fund Chair to develop Voter Service Calendar/Timeline.

The Chair ensures that League election activities are carried out in a nonpartisan manner. Activities may include candidates forums for state-wide candidates, ballot measure forums, distribution of printed Voters Guides and other election publications, creating Speaker’s Kits for the speaker’s bureau, supporting local Leagues with voter registration and voter outreach, and assisting with mock election activities as needed.

Board Responsibilities for all Voter Service Activities

  • Seeks Board approval for dates, locations, funding, and cosponsors of forums and other nonpartisan activities as necessary. The League of Women Voters of Oregon Advocacy Fund rarely holds such forums for state-wide candidates directly, but occasionally co-sponsors and supports local Leagues.
  • Provides agenda items to the President and Advocacy Fund Chair before each Board meeting.
  • Seeks Board approval for application to the Advocacy Fund for payment for nonpartisan activities.
  • Works with the Advocacy Fund Chair to prepare and oversee the annual budget for Voter Service; submits it to the Budget Committee.
  • Prepares an evaluation of Voter Service activities for the Board upon request.
  • Works with the Publicity Chair to publicize voter service in media.

Vote411 and Candidate Contact

  • Helps prepare questions for candidates and submits them to the Board for approval.
  • Works with Technology and Voter Service committee to send letters to candidates giving details of the process for submitting answers to Vote411 and inviting them to participate.
  • Helps call candidates who do not respond by the deadline.
  • Works with Technology and VS Committee to download candidate responses in a format that can be provided for the Voters Guide publications.

Ballot Measure Research and Voters’ Guides

  • Works with the Advocacy Fund Chair to secure funding for Voters Guides (HAVA, foundations, etc.); determine number of copies of each Voters Guide to order.
  • Works with the Advocacy Fund Chair and Voter Service Committee members and volunteers to select a printer (and if not included by printer; a layout designer) for the printing of the voters’ guides.
  • Works with Voter Service Committee to recruit Ballot Measure researchers.
  • Helps train researchers and provide resources and assistance.
  • Works with partnering organizations (such as Disability Rights Oregon for the Easy Voters Guide) on Voters Guides, or other voter service activities (such as Video Voters’ Guides).
  • Works with editing and proofreading committees for Voters Guides (print and online)
  • Gathers materials for Speakers’ Kits and assists in editing and production (online, few paper versions).
  • Responds to requests for League speakers on the ballot measures and other voter service-related topics.

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